Dot Connector

80% of all project issues are communication issues.

Whether we are conscious of it or not, we create our own leadership “glass ceiling” through our communication. Improving our communication improves our connections with others, and ultimately, our ability to grow.

Enter voicemail. Voicemail is one of the most frequently used communication tools within an organization. And, it seems that the more senior the person you are communicating with is within your organization, the more likely they will favor voicemail over email.

If you work remotely, you know that voicemail is often preferred over email because you can “get personal” by injecting emotion and physiology of communication into your message, something that’s very hard to do in email.

To help you grow your communication abilities, here are 10 tried-and-true tips to improve your voicemails:

1. Always stand up and smile before leaving a voicemail. You’ll be amazed at the positive energy you bring to your message – it will definitely come through in your voice! (Be sure to do this when recording your outgoing voicemail message too.)
2. Write out important voicemails before you leave them. When doing this, be sure to simplify what you have written (twice!) before actually leaving the message. Also, be very tuned into how you are leaving the message, so you don’t sound like you are reading from a script.
3. Always start a voicemail with: who you are (”Hi, this is Regis Hadiaris…”), who you are sending the message to (”…with a message going out to Jen, Doug, and Melissa…”), and (in one statement) what your voicemail is about (”…about the decisions that were made in today’s team meeting.”)
4. Always end every voicemail with your phone number (or extension if calling within your organization). It’s a good idea to repeat this number twice.
5. Copy yourself on important voicemails (if possible, usually you can do this when you are using an internal voicemail system) so you can be sure to have a copy.
6. Assign your voicemail call-in number a speed dial “hot key” on your cell phone. The fastest way to dial your voicemail call in number (i.e. the number you use to check your voicemail messages) is to assign it a speed dial hot key in your cell phone address book. That way, if you are driving, etc. you can just hold down one button and it will dial your voicemail!
7. Enter any “login” data for checking your voicemail into your cell phone address book. Most cellphones support a “pause” feature that allows you to put you login data (extension, password, etc.) right after the phone number in your cell phone address book. That way, when you call that number (using speed dial – see #6), you will only have to hit one button and it will automatically dial this info for you. This is priceless when checking messages while on the go!
8. Forward all of your voicemail to one location. To simplify all of the places where you have to check voicemail, you can forward them to one location. Most of the wireless carriers support this functionality (for example, for Verizon you can hit *71, *72, or *73 to activate and deactivate their forwarding functionality).
9. Setup your organization’s voicemail to call you if you get a priority messages. Most voicemail systems support this priceless feature. Just enter a number (like your personal cell phone number) where you should be called when you get a priority message. That way, you will always be on top of your “hot” voicemails!
10. Check and reply to voicemail on “off hours” once in a while. Senior managers are always checking to see how engaged their team’s are. By checking and replying to voicemail during off-hours on occasion, you show your dedication and focus – a great way to build confidence amongst your leadership!

I hope these tips and tricks make you a more effective voicemail communicator

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